Divisional Administrative Assistant

4 weeks ago

London, Greater London, United Kingdom Lewisham and Greenwich NHS Trust Full time

We are seeking a highly skilled and experienced Administrative Support Specialist to join our team at Lewisham and Greenwich NHS Trust. As a key member of our Divisional Management Team, you will provide comprehensive administrative support to our senior leadership team, ensuring the smooth operation of our division.

Your main duties will include:

  • Proactive forward planning of senior leadership team priorities
  • Co-ordinating a key series of divisional management, governance and operational meetings
  • Co-ordinating and managing effective office systems, including the maintenance of personal and divisional filing systems
  • Dealing with confidential and often sensitive information relating to staff and services

You will be responsible for maintaining and updating office systems, including filing, and will be the first point of contact for all communication and personal contacts. You will also be responsible for drafting papers and electronic correspondence as requested, and for managing the incoming mail, paper and electronic.

To be successful in this role, you will need to have excellent communication and interpersonal skills, a high level of IT literacy, and the ability to work autonomously for and on behalf of the division. You will also need to be able to use your own initiative, display a calm and professional manner under pressure, and be willing to adapt to changing work patterns.

We are committed to providing a supportive and inclusive work environment, and we welcome applications from candidates from diverse backgrounds. If you are a motivated and organized individual with a passion for providing excellent administrative support, we would love to hear from you.

Main Responsibilities:

  • Take responsibility for the forward planning and coordinating of a programme of events/activities, from weekly to annual events, for the Divisional Management Team (DMT)
  • Maintain the electronic diary for the DMT, using independent judgement to make necessary revisions and liaising with all relevant parties
  • Organise refreshments/catering as and when required
  • Act as a filter mechanism for all communication and personal contacts, using judgement, tact and diplomacy to ensure that problems and issues are referred on to the appropriate lead

Person Specification:

  • Be qualified to NVQ 3 level or equivalent experience
  • Have detailed knowledge of administrative processes within an office environment
  • Have significant experience of working within an administrative role with Personal Assistant or similar responsibilities

Knowledge and Skills:

  • Excellent communication and inter-personal skills
  • High level of IT literacy, good working knowledge of Microsoft Excel, Word and PowerPoint
  • Demonstrates willingness to update skills in accordance with the needs of the service
  • Experience of inputting information into databases

Personal Qualities:

  • Ability to use own initiative
  • Displays a calm, professional manner under pressure
  • Willingness to adapt to changing work patterns

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